Apply online now

POSITION SUMMARY: The Administrative Coordinator II acts as an anchor and coordinator for the administrative aspects of the CFSS Grantee Support Services Division, ensuring that processes, procedures and policies are developed and implemented to maintain efficient management systems to facilitate the responsibilities of the Division.

REPORTING RELATIONSHIPS: The Administrative Coordinator II is directly supervised by the Director of Grantee Support Services. The Administrative Coordinator II will support the administrative work of the Grantee Support Services Team.

MAJOR RESPONSIBILITIES AND KEY TASKS:

• Provide assistance to the Grantee Support Services Team (with staff located at 33 W) in the implementation of their job duties, including extensive word processing, typing, filing, copying, phone communication, scheduling meetings / hospitality, travel arrangements, ordering supplies and processing invoices, expense reports and timesheets.
• Record minutes of designated meetings (e.g. Policy Council minutes, Delegate Directors Meeting minutes, and Grantee Support Team minutes) and disseminate in a timely manner. Record minutes from QIP Development meetings and other meetings Director deems necessary.
• Coordinate reporting processes and disseminate reports (e.g. monthly management reports, enrollment reports at least twice a month.
• Coordinate logistics for CFSS meetings, workshops, training events, retreats and other designated meetings. Secure internal/external meeting room space and coordinate printed material and catering.
• Develop systems and procedures for smooth efficient office operations in the CFSS Grantee Support Services division.
• Act as liaison to other OPF division in providing information and/or materials.
• Attend monthly Administration Workgroup meeting and act as liaison between Central Administrative Services and Purchasing to the Grantee Support Services team.
• Participate as an integral part of the purchasing procedures at the Ounce, entering requests and processing invoices per pre-established process. Process consultant/presenter contracts and amendments according to purchasing policies and procedures.
• Provide assistance to the division in the coordination and completion of the annual federal Head Start/Early Head Start self assessment process, including review, edit and assembly of the validation reports.
• Maintain supplies and central files for CFSS Grantee Support staff
• Provide administrative assistance to the Director of Grantee Support Services
• Ensure CFSS-Grantee Support Services time sheets are submitted to the payroll division
• Initiate, create and maintain team calendar of events.
• Communicate logistics, reports and schedules with Agency Directors and other delegate/partner staff.

EDUCATIONAL AND WORK EXPERIENCE REQUIRMENTS:

• B.A. in Public Administration, Communication, Business Management, Secretarial Sciences or related field
• Three years experience coordinating office operations.

REQUIRED SKILLS/ABILITIES:

• Typing speed of 60 words per minute
• Intermediate level knowledge of computer software including but not limited to Microsoft Office (word processing, spreadsheet, outlook etc.)
• Ability to work independently and collaboratively in a team environment:
• Ability to handling confidential information and material;
• Excellent organizational, analytical and written and verbal communication skills
• Ability to prioritize and manage mutiple tasks proactively
• Ability to work flexible hours when necessary
• Ability to work with diverse staff and communities

ESSENTIAL JOB FUNCTIONS:

• Must have good writing skills that include the ability to compose, format, proofread and edit written correspondence
• Must be able to follow-through on assignments
• Must have good listening and communication skills
• Must be willing/able to travel to other sites and locations
• Must be able to lift or move 10-50 pounds
• Must be able to provide basic copier maintenance
• Perform other duties as assigned within the scope of this job

Close